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CITY OF CAMARILLO
Request for Proposals:
To Provide Building and Safety Services
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NOTICE
REQUEST FOR PROPOSALS
Building and Safety Services
The City of Camarillo is requesting proposals from interested, qualified, and experienced consulting firms to provide a full range of building and safety services at the highest quality services at the most affordable price.
Public notice is hereby given that proposals will be received by the City of Camarillo (“City”) electronically through the City’s online bid management provider (“PlanetBids”), until 12:00 p.m.
PST on Friday, January 19, 2024. Proposals may not be submitted by fax, email, telephone, mail, hand delivery, or other means; any submission of proposals received through any means other than PlanetBids will be returned to the applicant unopened.
Please see the “Required Proposal Information” section of this document for further guidance on submittal requirements.
Direct requests for clarifications or interpretations of information contained in the RFP to David Moe, Interim Community Development Director, at [email protected]. The last day to submit Requests for Clarifications or Interpretations is Wednesday, December 27, 2023.
Schedule of Events
Release of Request for Proposal December 11, 2023
Last Day to Submit Questions December 27, 2023, by 1:00 p.m. PST Clarification Provided by City January 4, 2024
Receipt of RFP Deadline January 19, 2024, by 12:00 p.m. PST Consultant Interviews Scheduled if needed
Tentative City Council Award of Contract Winter/Spring of 2024 Nexus Study February – June, 2024
Start of Services July 1, 2024
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Background
The City of Camarillo is a General Law City, incorporated in 1964. The City operates under a Council/Manager form of government and has a five -member City Council comprised of members elected by district. Camarillo has a current population of approximately 72,903 and is a rural, suburban community in Ventura County area. It has an area of approximately 20 square miles and is geographically located midway between Los Angeles and Santa Barbara. The City of Camarillo provides effective and efficient municipal services that promote a high quality of life, economic vitality, and a safe environment.
The services covered in this proposal are presently being provided via contract. C urrent staffing levels consist of seven (7) full-time and two (2) part time positions, as follows:
• One (1) Building Official, (full -time); One (1) Senior Building Inspector, (full -time); Two (2) Building Inspectors, (full-time);
• Two (2) Building Inspectors (part-time- as needed); and three (3) Building Permit Technicians (full-time).
As a general background the following table provides the total number of building permits issued in the prior Fiscal Years from 2018/19 through 2022/23.
Scope of Work
Building and Safety Services
Under the general direction of the City, consultant staff will provide the typical building and safety services of plan checking, public counter customer service, permit issuance, field inspection and documentation. Specific activities include, but are not limited, to the following:
1. Assist in the City’s Nexus Study prior to the initiation of Building and Safety Services on July 1, 2024.
2. Review of policies, procedures, and fee studies in conjunction with City staff.
3. Development and/or revision of City applications, forms, and public handouts.
4. Implement adopted ordinances and uniform codes and ensure compliance with California Building Code, California Residential Code, California Plumbing Code, California Electrical Code, California Mechanical Code, California Green Building Standards Code, California Energy Code and the City Municipal Code and any local code amendments.
5. Provide and maintain digital plan check services utilizing Blue Beam and issue permits digitally through OpenGov for development regulated by state and local building codes.
Manage, implement, update, and maintain workflows, as needed, in the City’s online OpenGov Cloud digital permitting and licensing software.
Fiscal Year # Building Permits Issued
18/19 2490
19/20 2421
20/21 2704
21/22 2679
22/23 2871
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6. Provide field inspection services for all construction regulated by state and local building codes.
7. Provide same day building inspections for all inspection requests received before 7:00 a.m. Any inspection requests received after 7:00 a.m. may be provide d as workload permits but must be conducted on the next working day with an a.m./p.m. commitment.
8. Provide at a maximum, ten (10) workday turnarounds for major plan checks, and five (5) workday turnaround for rechecks.
9. Provide three (3) to five (5) workday turnarounds for minor plan checks and homeowner additions.
10. Provide three (3) workday expedited tenant improvement plan checks when requested with payment of appropriate surcharge fees.
11. Calculate fees and fill out receipts.
12. Coordinate permit requirements with the departments of City Manager’s Office (Economic Development Division), Public Works, Ventura County Fire, Community Development (Planning, Code Compliance), and other agencies as needed.
13. Provide counter and phone service in City Hall a minimum of eight (8) hours each business day to issue permits, accept plans for checking, i and answer questions from the public.
14. Have staff available on -call after City Hall business hours to respond to emergency callouts.
15. Maintain required files and documents, including electronic records and plans , and coordinate with the City on digitizing and scanning permits and plans for permanent records and prepare files, plans, and permits for scanning and verify completeness of electronic files for accuracy.
16. Meet with applicants, developers, architects, and engineers at City Hall or in the field as needed to resolve questions and ensure official project processing.
17. Attend Planning Commission and/or City Council meetings and/or other City committee meetings, as needed.
18. Implement requirements as Local Enforcement Agency for Mobile Home Parks and permitting requirements, (and coordinate with HCD as required and as needed).
19. Respond to public records requests within required timeframes.
20. Coordinate with City staff on use of GovQA for managing public records requests.
21. Investigate and resolve complaints relating to building regulations.
22. Update and maintain Building and Safety division webpage, with current information including FAQs.
23. Track and issue digital residential rooftop solar permits using SolarAPP+ software.
PERFORMANCE STANDARDS & MONITORING
1. The Consultant must be responsible for providing monitoring information to the City that shows achievement of the performance standards and that personnel are providing helpful and courteous service to customers. The monitoring may include, but is not limited to, customer feedback through written questionnaires and interviews and observations at the building counter and during building permit inspections, and monthly statistical reports.
2. The City has established Performance Standards that are to be applied to the processing of plan checks, building permits, and general service to the public that interacts with the
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Community Development Department. These Performance Standards are described in subsections below. The Consultant recognizes the targets established in the Performance Standards and will adhere to these measures in the performance of its services for the City. The City reserves the right to add, amend or eliminate Performance Standards at any time during the term of this Agreement. The City may use the Performance Standards to gauge the effectiveness of the Consultant's service to the City.
At the City’s req uest, the Consultant must be responsible for providing monitoring information which shows that personnel providing services to the City are achieving the Performance Standards.
3. Consultant must provide services which meet the following maximum expected turn - around-times for plan check and inspection services. In practice, the Consultant must provide these services with the fastest turn-around-time feasible.
Additionally, the following Performance Standards must be used as a guide to determine staff levels.
1. Plan Check
• Plan Check with Structural Calculations - The initial check for building plans with structural calculations must be completed at a maximum, ten (10) workday turnarounds for major plan checks, and five (5) workday turnaround for rechecks. • Non-Structural Plan Check - The initial check of building plans for commercial, industrial, and residential remodels, renovations and additions without structural calculations must be completed within five (5) working days or less from plan submittal.
• Expedited Plan Check - The initial plan check for building plans tenant improvement plan checks when requested with payment of appropriate surcharge fees must be completed with a three (3) workday timeframe. All rechecks of building plans must be completed within three (3) working days or less from resubmittal.
• At Risk Plan Check – Conduct the initial check of building plans within the same period of time for Plan Check with Structural Calculations, Non -Structural Plan Check, and Expedited Plan Check.
• Over the Counter Plan Check - Review will be accelerated for routine items, such as tenant improvement plan checks, and simple structures and items must be completed over -the-building counter. Routine and simple structures and items include but are limited to; reroofs; patio covers; and retaining walls.
2. Inspection
• All building inspections requested of same day inspections for all inspection requests received before 7:00 a.m. will be provided . Any inspection requests received after 7:00 a.m. may be provided as workload permits but must be conducted on the next working day with an a.m./p.m. commitment. • As special circumstances may dictate, after hour or weekend inspections will be conducted.
• At all times, building inspectors must conduct themselves in a courteous and professional manner and utilize the phone to help coordinate and narrow inspection times with applicants.
3. Counter
• Provide service and support for the building counter a minimum of eight (8) hours per working day. The building counter must be open to the public and sufficiently staffed from the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding City holidays. Counter hours may be subject to a reasonable change by the City.
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• Provide written and electronic information regarding building permit application, plan check and inspection process updates.
• Answer the building counter phone when not with a customer at the counter and return telephone calls within two hours. Respond to all email inquiries within one working day.
• On an as needed basis, assist the City in providing or updating any Building Division information on the City’s website.
Required Proposal Information
Consultant is responsible for preparing an effective, clear, and concise proposal. To be considered for selection, consultants must submit a complete response to this Request for Proposal that includes the following mandatory information and/or requirements in the following format. Consultants who fail to meet the minimum qualifications set forth should not submit a proposal; any such proposal must be deemed non-responsive and will not be considered. Failure to provide any of the information requested below may be cause for the proposal to be rejected.
Proposals must include the following:
1. BUSINESS INFORMATION (1 Page)
A Request for Proposal transmittal letter introducing the Consultant and/or Firm and the individual(s) who will be the primary contact person (s). Include the full legal name of the firm, including the state of incorporation, if applicable. Include address, phone number, and email address. State the number of years your firm has been doing business. List the names of principals or officers authorized to bind your firm, including position titles.
2. EXPERIENCE / QUALIFICATION INFORMATION (2 – 3 Pages) Provide information concerning your firm’s experience and qualifications directly related to the services set forth herein , including your experience in conducting fee studies . Define the experience of the proposed Project Manager, and other key personnel (and sub -consultants, if applicable) who would be assigned to perform the services. The designated Project Manager must be the primary contact with the City during the contract period. Provide resumes for the Building Official, other key personnel, and sub-consultants, if applicable.
3. SCOPE OF WORK APPROACH / METHODOLOGY (2 – 4 Pages)
Provide a detailed description of your proposed scope of work, methodology and approach based on your understanding of the Scope of Work as outlined in this RFP.
The proposal must provide a complete description of:
a. Staffing levels
b. Building Division Administration
c. Building Plan Check and Inspection
d. Building Counter operations and customer service
e. Experience with other Department’s/Divisions i.e. Public Works, Fire, Code Enforcement, etc.
f. A statement highlighting their knowledge, understanding and hands-on experience using NaviLine HTE permit issuing and tracking software, specifically, and similar permit issuing and tracking software generally.
g. Explain experience working in OpenGov Cloud digital permitting and licensing software.
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4. REFERENCES (1 – 2 Pages)
Provide a minimum of three (3) references for similar work that your firm has provided within the last three (3) years. Include a detailed description of services, the agency /firm name, contact names and phone numbers, and dates of services performed.
5. PRICING PROPOSAL (1 – 2 Pages)
Pricing must remain firm for the length of the initial Agreement term. Thereafter, any proposed pricing adjustments for follow -on renewal periods will require a contract amendment and must be submitted to the City representative in writing at least ninety (90) days prior to the new Agreement term. The City reserves the right to negotiate any pricing adjustment.
Proposed Compensation Schedule
Consultants are requested to submit compensation schedules for the following periods:
• July 1, 2024, to June 30, 2025
• July 1, 2025, to June 30, 2026
• July 1, 2026, to June 30, 2027
Method of Compensation
The City is currently utilizing a percentage of fees collected compensation schedule. The Consultant may propose other methods.
Consultants must provide detailed explanations of the proposed methods of compensation , including examples to clearly demonstrate these compensation methods such as a list of staff and applicable hourly rates . The Consultant must specify as to whether lump sum retainers, hourly rates, a percentage of receipts, or other methods of compensation include all overhead and out -of-pocket expenses. For any and all methods listed, the Consultant must list the jurisdiction where this method has been successfully applied. The City reserves the right to select the preferred compensation schedule at its sole discretion.
The City’s fees for Building Services are determined by the City’s Building Valuation and Permit Fee Schedule. The Fee Schedule was last updated in 2007 and will be reviewed in the spring of 2024. The selected c onsultant must be willing to work closely with the City prior to initiating Building and Safety services, assisting in the City’s Nexus Study from February to June 2024.
To view the current fee schedule, please visit the following link CC RESOLUTION 2007-147.pdf (revize.com).
Other Responsibilities and Obligations
The consultant is responsible for providing its own copier, cell phones, iPads or other mobile computing equipment, vehicles, and any office supplies such as pencils, pens, paper clips, etc., necessary to complete the tasks required.
• The City will provide furniture, desktop computers with applicable software, and desktop telephones.
A statement that the consultant can meet the City’s mandatory insurance requirements listed in Exhibit C in the attached Professional Services Agreement “Attachment B”. Consultant must also meet insurance requirements and be able to provide proof of insurance and applicable endorsements within a week from the date it is requested by City prior to the execution of a contract.
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6. SIGNATURE
The proposal must be signed by an official authorized to bind the firm, including his or her printed name and title, and must contain a statement to the effect that the proposal is valid for the requested terms of the RFP from July 1, 2024, through June 30, 2027. Electronic signatures will be considered the same as wet signatures for all legal purposes.
7. SELECTION PROCESS
The contract award will be made after the selection of respondent’s proposal from among all respondents with implementation of services to follow. This RFP does not indicate a commitment by the City to award a contract to any successful respondent.
Each of the proposals received by the deadline will be evaluated and determined if it meets the stated requirements. Failure to meet these requirements will be a cause for eliminating the consultant from further consideration. The City is not liable in any way for any cost incurred by a consultant or in the preparation of its proposal in response to this RFP nor for obtaining any required insurance.
The evaluation of the proposals will be made and ranked by the appropriate designated staff, using the evaluation method described herein. In addition to evaluating written proposals, oral interviews may be requested at the City’s discretion. The technical ranking may be adjusted subsequent to the completion of the interview(s).
The final evaluation and ranking of the proposals will consider the scores from the technical review and interviews, with the final selection being based upon qualification, experience, resources, understanding of the City’s requirements, approach, methods and procedures, and compensation schedule. The highest ranked firm will be selected to negotiate an Agreement utilizing the submitted cost proposal as a starting point.
The City reserves the right to make the final selection. The City further reserves the right to request additional information. All consultants will be notified of the City's decision once a consultant has been selected.
Proposed Evaluation Criteria
The City of Camarillo intends to evaluate and rank the technical proposals received by utilizing the following criteria:
Criteria Points
Qualifications of the Firm: Staffing: Based on current and prior experience, and work on projects similar to this project. 30 References: Based on references and experience on similar projects with the proposing firm.
10 Scope of Work: Based on the experience and the approach to the scope of work, information provided demonstrating the understanding of work, professional certifications and qualifications, customer service experience, approach, methods, procedures, and ability to provide requested services. 30 Pricing: The cost of services as proposed. 30
Total 100
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8. PROFESSIONAL SERVICES AGREEMENT
The chosen consultant will be required to execute a Professional Services Agreement, similar to that found in "Attachment A” (which includes the City’s insurance requirements in Exhibit C). If a consultant wishes to modify any of the terms of the agreement, the reason(s) for the changes should be included in the proposal. The following are important requirements of the City of Camarillo to be included in the final, approved Professional Services Agreement:
a. Comply with all existing State and Federal Labor laws. b. Meet all State and Federal laws applicable to Disadvantaged and Equal Employment Opportunity (EEO) provisions.
c. Obtain a City of Camarillo Business License.
d. Proof of all required insurance. See “Exhibit C” in the copy of the provided Professional Services Agreement “Attachment A” for specific details regarding insurance requirements.
9. TERM OF PROFESSIONAL SERVICES AGREEMENT
It is anticipated that the chosen consultant will be required to execute a Professional Services Agreement, for a term of three (3) years , July 1, 2024, through June 30, 2027, with the options of two, one-year term extensions.
General Information
The Consultant must provide the City with any exceptions, additions, or suggestions that will aide in the selection process. The proposal and this RFP must jointly become part of the Agreement for Professional Services for this project when said agreement is fully executed by the Consultant and City.
Subcontractors/subconsultants: The consultant may utilize the services of subcontractors on those parts of the work which, under normal contracting practices, are performed by specialty subcontractors. Unless a specific subcontractor is listed by the consultant, consultant is representing to City that consultant has all appropriate licenses, certifications, and registrations to perform the work hereunder:
• After submission of the proposal, the consultant must not award work to any unlisted subcontractor without prior written approval of the City. The consultant must be fully responsible to the City for the performance of his/her subcontractors, and of persons either directly or indirectly employed by them.
• Nothing contained herein must create any contractual relation between any subcontractor and the City.
A term of the Agreement will be that the individual directly responsible for Consultant’s overall performance of the work will be so designated in the Agreement and that person will serve as principal liaison between City and Consultant and attend all necessary meetings related to the project. This person must be identified ahead of time and designated in the Agreement, and no other individual may be substituted without the prior written approval of the Community Development Director or the Community Development Director’s designee.
Proposal Submission
Interested parties may submit a proposal for the RFP by visiting the City’s website at https://www.ci.camarillo.ca.us/departments/finance/vendor_registration_bids_contracts.php and following the link to PlanetBids. To download the Request for Proposals and submit proposals, new vendors are required to register.
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No amendments, additions or alterations will be accepted after the submission deadline. Late proposals will not be accepted. Proposal and documents submitted become the property of the City of Camarillo and may be subject to the Public Records Act.
City Rights Reserved
The City reserves the right to reject any or all proposals without explanation and reserves the right to negotiate specific requirements and costs using the selected proposal as a basis of negotiation.
The City reserves the right to reject any and all proposals, to waive any technicalities, informalities and irregularities, to accept or reject all or part of proposals, and to be the sole judge of the suitability of the proposals offered. The City reserves the right to determine the completeness of all proposals.
Late or incomplete proposals will not be considered.
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Attachment A
Professional Services Agreement
[See Attachment]